VILLAGE OF LEMONT REQUEST FOR QUALIFICATIONS FOR PROFESSIONAL OFFICE CLEANING SERVICES OCTOBER 25, 2011 VILLAGE OF LEMONT 418 MAIN STREET

Transcription

1 VILLAGE OF LEMONT REQUEST FOR QUALIFICATIONS FOR PROFESSIONAL OFFICE CLEANING SERVICES OCTOBER 25, 2011 VILLAGE OF LEMONT 418 MAIN STREET LEMONT, IL 60439

2 VILLAGE OF LEMONT REQUEST FOR QUALIFICATIONS I. INTRODUCTION A. General Information The Village of Lemont is soliciting proposals to clean four (4) of its municipal facilities. Cleaning days, duration, and attention to building depend on each facility, as outlined further in the RFQ. The proposal is also for a thorough first initial cleaning for all the facilities mentioned in this proposal. The additional fee associated with this cleaning is listed in the pricing section of this proposal. The contractor agrees to furnish labor, equipment, cleaning materials and supervision necessary to provide the services described in this proposal. The Village owns its own vacuum cleaners for use by cleaning firm. Disposable supplies such as hand towels, soap, toilet tissue, trash can liners, etc., shall be provided by the Village. If contractor provides disposable supplies at any time, it is understood that the Village will be invoiced the cost of these materials. If certain cleaning materials are requested to be used, the proposing firm shall use said materials. B. Term of Engagement Once an agreement is entered into for the work described in this proposal, the agreement shall remain in force, uninterrupted, to the satisfaction and best interest of both parties. In the event either party feels that cancellation is necessary for any reason, a 30 day written notice will be filed by either party via certified mail. The prices quoted by the proposing firm, shall stay constant for a period of one (1) year from the time of the submitted proposal. C. Subcontracting No subcontracting will be permitted unless approved by the Village of Lemont s designated representative II. GENERAL PROVISIONS A. All proposers submitting proposals agree that their pricing is valid for a minimum of 1 year after the proposal is submitted to customer B. The Village reserves the right to reject any or all proposals if it determines that the proposal is not responsive to the RFQ. C. The Village reserves the right to not hire any of the proposing firms D. The Village reserves the right to stay with its existing cleaning firm 2

3 E. The Village reserves the right to award a contract to more than one firm if it so chooses. F. All firms submitting proposals are encouraged to submit the most competitive proposal possible, as the failure to do so may lead to elimination. G. Due to sensitive nature of materials and files at the Police Department location, all cleaning will be required to be completed during normal business hours, 8:00 to 5:00. H. Due to sensitive nature of materials and files at the various locations, all employees to be assigned to cleaning will be required to pass a typical background check. I. The proposing firm follows all legal regulations regarding employment eligibility of its employees. J. Indemnification: Contractor will indemnify and hold CUSTOMER harmless from any and all liability, expense, judgment, suit, or cause of action for personal injury, death, or direct damage to tangible property which may accrue against CUSTOMER to the extent it is caused by the negligence of Contractor, its subcontractors, or their employees or agents, while performing their duties under this Agreement. K. Insurance Coverage. Contractor will provide the Village a certificate of insurance prior to commencement of work, in the amount of $1,000,000 General Liability, $500,000 Worker s Compensation and $2,000,000 Excess Liability. III. DESCRIPTION OF FACILITIES/CLEANING SERVICE NEEDS The following section gives a brief narrative of each of the facilities and its cleaning needs. If you would like a tour of any of the facilities, please contact the designated contact at each location to schedule a visit. A. Lemont Police Facility th Street, Lemont, IL Contact: Greg Smith, Commander, , gsmith@lemont.il.us Description of Police Facility Total Square Footage: 28,500 1 story building with a half basement Half Basement used primarily for storage and workout area Large Training Room/Large public lobby Garage Bay Medium sized open roll call room Large multipurpose room with multiple cubes Multiple Offices Cell/Lockup Area 1 Kitchen/Eating Area Cleaning Service Needs: Cleaning twice a week: 3

4 1. Vacuum all 1st floor Carpets (Offices, Training Room, Hallways and Runners) 2. Dust/Wipe Down (Desks, Countertops, tables, chairs, Furnishing, Book Cases, Walls, etc.) 3. Sweep/Mop (Kitchen (2), Lobby, Stairwell (2), Hallways (2), Detention (Main + 8 Cells), Bathroom/Locker (9) 4. Empty Garbage/Trash 5. Remove trash/recycling in all offices. Recycled materials should be disposed of in proper bin. 6. Clean/Disinfect Bathrooms (9) 7. Thoroughly clean Kitchen Cleaning Once a week: 1. Sweep/Mop Garage 2. Wash Windows / Glass 3. Clean/Disinfect Holding Cells (8) 4. Detailed Vacuum (Under Desks, Corners, etc.) 5. Vacuum basement carpets 6. Wipe Down/ Disinfect/ Dust (telephones, Computers, printers, light switches, photo frames, etc.) 7. Remove trash/recycling in all offices. Recycled materials should be disposed of in proper bin. 8. Vacuum / Dust / Remove cobwebs B. Lemont Village Hall, 418 Main Street, Lemont, IL Contact: George Schafer, Asst Village Administrator, , gschafer@lemont.il.us Description of Village Hall 14 average size offices/ 11 filled 5 small office cubicles on first floor (3 occupied) 2 stairwells 1 large upstairs open hallway lobby 1 elevator 1 medium sized upstairs conference room 1 small sized downstairs conference room 1 large Village Board Room 1 upstairs mini kitchen area (coffee maker, microwave, small sink, no seating) 1 downstairs medium sized kitchen/eating area (coffee maker, microwave, seating). Large fridge located near kitchen area (not required) 1 large storage basement. Not required for ongoing cleaning. Initial cleaning only, then on an as needed basis. 1 annexed office, upstairs behind board room. Not require for ongoing cleaning. Initial cleaning only, then on an as needed basis. Cleaning Needs 4

5 The Village is open to the days of the week for the cleaning. Currently, the cleaning days are Monday and Thursday. It is preferred that cleaning for Village Hall be completed after 5:00 pm. Thorough Cleaning Day 1. Thorough Clean Windows / Glass 2. Detailed Vacuum (Under Desks, Corners, etc.) 3. Thorough Wipe Down/ Disinfect/ Dust of Active Offices (telephones, Computers, printers, light switches, photo frames, etc.) 4. Remove trash/recycling in all active offices. Recycled materials should be disposed of in proper bin. 5. Vacuum / Dust / Remove cobwebs 6. All bathrooms (2 men and 2 women average size restrooms). Stock with appropriate materials (soap, toilet paper) 7. Dust/wipe down/clean/mop front lobby of general entrance, including all counters and clerical windows 8. Dust/wipe down/clean side lobby of building department entrance 9. Thoroughly clean kitchen/eating area 10. Thorough clean/wipe down/vacuum of Village Board Room Chambers and Upstairs Conference Room. Second Cleaning Day 1. Vacuum of carpets in traffic areas. 2. Dust/wipe down all active offices (7 of 10 average size offices are active) touch up cleaning including wipe down, vacuum, emptying of garbage and recycling bins. 3. Dust/wipe down Village Board Room Chambers and Upstairs Conference Room 4. All bathrooms thorough cleaning (2 men and 2 women average size restrooms). Stock with appropriate materials (soap, toilet paper) C. Lemont Safety Village - 47 Stephen Street, Main Street, Lemont, IL Contact: George Schafer, Asst Village Administrator, , gschafer@lemont.il.us Description of Safety Village The Safety Village is a Village owned building in which kids programs are periodically scheduled. There are no active employees at the premises. One cleaning per week is sufficient, alternating between thorough cleaning and touch-up cleaning. There is no preferred time for the cleaning of this facility. D. Metra Station Main Street, Lemont, IL Contact: George Schafer, Asst Village Administrator, , gschafer@lemont.il.us Description of Metra Station The Metra station is a building the Village leases from Metra. It is used only for the Metra commuters to pay their parking fees and wait for the train in the morning hours. This particular train only has three trains in the morning and evening, so only for approximately 2 hours in the morning are their people in the station. The station requires a cleaning once every other week, to 5

6 include a dust, wipe/down, mop and window cleaning. There is no bathroom at this location. There is a small office located in the station. This does NOT need to be cleaned. Cleaning of this facility is preferred between 9-3 pm. E. Lemont Parking Garage Elevators (2) River Street, Lemont, IL Contact: George Schafer, Asst Village Administrator, , gschafer@lemont.il.us Description of Parking Garage The Lemont Parking Structure is a 5 story public parking garage that is surrounded on all sides by private condominiums. There are two elevators at the premises, on the northeast and southwest corners. No other cleaning is required at the premises. One thorough cleaning per week is required. There is no preferred cleaning time for this facility. IV. TIME REQUIREMENTS A. Proposal Calendar The following is a list of key dates in the Cleaning Services RFQ submittal. These dates are ideal only, and are not guaranteed. Request for Qualifications issued October 25, 2011 Due date for proposals November 10, 2011 Decision to be made November 18, 2011 Initiation of project (If Hired) November 28, 2011 V. PROPOSAL REQUIREMENTS At a minimum, the proposal should include the following: a. Background of Company A brief narrative should be given describing your company. This narrative should include the history of your company, a list of clients your company services, and a list of references. In addition, due to the sensitive nature of information located at the facilities in which the proposed firm will be cleaning, experience in similar environment (government) will be important. b. Implementation Strategy- A brief narrative describing your strategy on implementing cleaning services if you were to be chosen by the Village of Lemont. This should be based on the services requested in Section B of this Request for Qualifications (RFQ). Implementation strategies should include number of employees the company intends to send out on cleaning days, and an approximate number of hours anticipated to accomplish the Village s cleaning needs, as described in the proposal. 6

7 In addition, the strategy should include the materials (supplies, equipment) desired to have on-hand to conduct the cleaning. If the firm desires to use its own equipment and supplies as part of their strategy, please indicate this fact and the increase in price to operate in this manner. c. Pricing- The proposing firm should include pricing on a per month basis based on the criteria below. The price quoted should be a not to exceed fee for the services described in this proposal. The Village reserves the right to negotiate the price further with the winning firm. If the firm prefers to use its own supplies/materials for the cleaning, please indicate this in the proposal, and the increase in price to do so. As mentioned in the proposal, the Village may hire separate firms to clean separate buildings. The Village may hire the same firm to clean all buildings. Please submit your pricing based on cleaning the individual building, as a monthly cost. If there is a discount for cleaning all buildings, please indicate so in the second column of the pricing grid, by placing the cost for that particular building, given that your firm would be cleaning all of the buildings. If there is no discount, you may leave the second column blank. Facility Village Hall Safety Village Metra Station Parking Garage Elevators Police Facility Total Cost for Initial Cleaning (full) Cost per Building (per month) Discounted Cost Per Building (per month) d. The signature page included in the proposal stating agreed upon compliance to the general provisions of this proposal. VI. SUBMISSION OF PROPOSALS A. All proposals and questions about the Request for Qualifications should be addressed to: George Schafer Village of Lemont 418 Main Street Lemont, IL (630) (630) (fax) gschafer@lemont.il.us 7

8 is preferred for questions and submission of proposal. Proposals are due no later than Noon on Thursday November 10 th, 2011 VIII. EVALUATION OF PROPOSALS Proposals submitted will be evaluated by a Selection Committee consisting of members of Village staff. Proposing firms may be asked to come in for an interview prior to selection. Evaluation of proposals will be based on the combination of the following factors: 1. Firm experience and background in a similar environment. Due to the sensitive nature of information located at the facilities in which the proposed firm will be cleaning, the selection committee will factor in experience in a similar secure environment. 2. Implementation strategy. Based on how the firm describes its strategy, the committee will decide which firm (if any) best fits the needs of the particular location. 3. Price. Altough a factor, low price will not be the sole determinant in selection of the firm. The Village reserves the right to hire multiple firms for the project. The Village reserves the right to not hire any of the firms for the project. The Village reserves the right to remain with existing cleaning firm for its future cleaning needs. 8

9 RECEIPT PROPOSAL AND GENERAL PROVISIONS RECEIPT (TO BE TURNED IN WITH PROPOSAL) I,, hereby acknowledge that I am an authorized representative of the firm that is submitting this proposal to the Village of Lemont. I agree to all the provisions of the Request for Qualifications and that my company is able to comply with all provisions of this document, in specific, the following general provisions. A. All proposers submitting proposals agree that their pricing is valid for a minimum of 1 year after the proposal is submitted to customer B. The Village reserves the right to reject any or all proposals if it determines that the proposal is not responsive to the RFQ. C. The Village reserves the right to not hire any of the proposing firms D. The Village reserves the right to stay with its existing cleaning firm E. The Village reserves the right to award a contract to more than one firm if it so chooses. F. All firms submitting proposals are encouraged to submit the most competitive proposal possible, as the failure to do so may lead to elimination. G. Due to sensitive nature of materials and files at the Police Department location, all cleaning will be required to be completed during normal business hours, 8:00 to 5:00. H. Due to sensitive nature of materials and files at the various locations, all employees to be assigned to cleaning will be required to pass a background check. I. The proposing firm follows all legal regulations regarding employment eligibility of its employees. J. Indemnification: Contractor will indemnify and hold CUSTOMER harmless from any and all liability, expense, judgment, suit, or cause of action for personal injury, death, or direct damage to tangible property which may accrue against CUSTOMER to the extent it is caused by the negligence of Contractor, its subcontractors, or their employees or agents, while performing their duties under duration of the project. K. Insurance Coverage. Contractor, if hired, will provide the Village a certificate of insurance prior to commencement of work, in the amount of $1,000,000 General Liability, $500,000 Worker s Compensation and $2,000,000 Excess Liability. SIGNATURE NAME OF FIRM DATE 9